Seiketsu and standardization, finer points
Seiketsu is the fourth and final step of the 5S. It means
‘standardization’. As humans, when we repeat the first three steps that
we discussed in the previous weeks correctly, your workplace or school
premises will become clean and organized. We call this state Seiketsu.
Standardized clean-up, requires continuous, repetitive maintenance of
tidiness, cleanliness and orderliness. As such, it embraces both
personal cleanliness and the cleanliness of the environment inside and
outside the facility. The emphasis is on a technique referred to as
‘visual management’. Innovation and total visual management are used to
attain and maintain standardized conditions so that you can always act
fast when required.
Symbols – very handy in visual management – take less time to
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We should make sure that whatever is achieved is not allowed to
deteriorate. Hence Seiketsu is only complete when its horizons have been
expanded to include the entire working environment. It is proof of good
Seiri, Seiton and Seiso. For healthy and vital environment, along with
work place management, personal cleanliness is also essential.
Normally a place, whether it be a house, office or factory, is
cleaned up when a VIP visits or on New Year. Cobwebs which had been
building up for months are gotten rid of, unwanted things thrown out.
This is a very bad example of cleanliness. Cleanliness should be an
integral part of our lives. This is the concept of ‘systematization’.
Spotting trouble
In a well-maintained organization problems are not a day to day
occurrence. Many problems start small and are difficult to locate.
Consequently it calls for alertness at all time. Nothing should be taken
for granted. Periodic checks should be carried out in a systematic
method.
Another important factor is knowledge as to how to manage a
situation. If something goes wrong what are the emergency procedures and
how the situation can be controlled? If such situations are consistent
there should be a long-term action plan for eliminating such problems.
But spotting trouble by being alert will come to nothing if one does not
retain necessary expertise. For example, let us presume a wire is loose
inside a plug of your iron wire code. If we have the necessary expertise
to fix the wire without getting the assistance of an electrician we
would be back in business in a matter of minutes.
At the same time, when we go around we should feel, hear, touch and
see for any abnormalities. If in doubt fix it yourself without thinking
about your status rather than taking a risk. Safety should be first
priority. Use bright colours for cautioning.
Imparting knowledge systematically
Systems should be developed to impart knowledge without error, avoid
accidents and failures. One such system is visual control.
Some of the systems that can be used for visual control are simple,
attractive and easy to understand displays (use pictures if you can).
They keep people from making functional errors.
There can be red lights, signals and alarms to alert against danger.
Indications and directions can be provided, to put things in the right
place in the correct manner. To avoid confusion we should use standard
terminology. One very good example is Traffic Lights.
In industry people use different names to indicate the same machine.
Use standard names for equipment. Use cautionary remarks like ‘Are you
using safety goggles while grinding’ before the grinding machines. Best
thing is to ensure that a pair of goggles is made available in a stand
nearby so that no one can find any excuse. Let the instructions be
simple and easy to follow.
Visual management
Visual management is very essential for control and management. A
visual control system is an excellent way of opening up the
communication channels between management and the shop-floor so that
everyone knows the schedules that are to be met, process and changes
that occur. This form of communication helps an organization to become
more transparent.
Even in a class room, if the books are colour coded, the
communication between the class teacher or parents and the students will
be very effective and will help students to manage time more
effectively. For example in a school, if books are colour coded
according to subjects students will be able to retrieve the required
book easily.
Sign boards in the highway are made keeping in mind that it has to be
read by people while travelling fast. While designing, risk of accident
due to diversion of attention is to be taken into account. The use of
symbols like danger, stop, left or right turn, no ‘U’ turn offers
multiple advantages. Symbols take less time to understand, because the
right side of the brain, where images are recognized, function more
rapidly and is capable of establishing correlation more easily than the
left. The right side of the brain stores significant information
effectively.
Tips for visual management
* Charts should be displayed properly to help people avoid making
errors. This should be visible not only to workers within the unit, but
to anyone passing through.
* Messages should be as clear as possible so that one could see from
a distance. Colour should be used effectively.
* Involve employees to participate in designing the charts.
* Display danger alerts, instructions, cautions and operating
instructions, equipment name, ‘do-nots’, maintenance date and proper
place for items.
* Display instructions in proper prominent place, visible to all.
* Prepare manual to standardize visual management for proper follow
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